Role Summary
The Accounts Assistant is an
execution-focused role essential to the daily financial rhythm of the company.
This position primarily supports the Finance Manager by ensuring all sales are
accurately invoiced, receivables are collected on time, and the Odoo ERP system
remains the “single source of truth”. You will act as the bridge between the
Sales Team and the Finance Department.
Key
Responsibilities
Sales Processing & Odoo Management (Daily
Priority)
- Transaction Processing: Process daily sales
orders in Odoo, ensuring every invoice is accurate, allocated to the
correct customer, and linked to the right Sales Representative.
- Customer Master Data: Maintain a clean customer
database in Odoo. Ensure every client profile includes a valid KRA PIN,
accurate contact details, and correct route mapping.
- Credit Enforcement: Monitor customer credit
limits before invoicing. Flag overdue accounts immediately to support the
enforcement of credit terms.
Accounts Receivable & Collections (Ownership)
- Tracking & Aging: Take full ownership of the
Accounts Receivable ledger. Generate and analyze Aged Receivables reports
weekly to identify slow-paying accounts.
- Debt Recovery: Actively follow up on outstanding
balances with Sales Representatives and customers directly. Ensure
“promises to pay” are tracked and fulfilled.
- Payment Allocation: Post customer payments
(Cash, M-Pesa, Bank Transfer) to the system promptly, ensuring customer
statements are always up-to-date.
- Escalation: Identify disputed or
long-outstanding debts and escalate them to the Finance Manager with a
full history of the transaction.
Treasury & Expense Management
- Cash Reconciliation: Perform daily
reconciliations of M-Pesa till numbers and bank accounts to ensure all
collections are accounted for.
- Petty Cash: Maintain the petty cash float,
ensuring all disbursements are authorized, supported by valid receipts,
and posted to the correct expense accounts.
- Payables Support: Assist in gathering
documentation for supplier payments and filing payment vouchers.
Inventory & Logistics Support
- Stock Movement: Track inventory movements in
Odoo, including sales, samples issued to marketing, and replacements for
damages.
- Reconciliation: Support the periodic physical
stock taking process and help reconcile physical counts against Odoo
system records.
- Logistics Tracking: Maintain Excel databases to
track finished goods dispatch and delivery efficiency.
Reporting, Compliance & Admin
- Excel Reporting: Maintain structured Excel
trackers for sales summaries, commission computations, and inventory flow.
- Statutory Support: Assist the Finance Manager in
preparing schedules for VAT, PAYE, and other statutory filings by ensuring
all transaction data is complete.
- Record Keeping: Act as the custodian of
financial documents. Ensure all invoices, delivery notes, and receipts are
filed systematically and are easily retrievable for audits.
Qualifications
& Skills
- Education: Diploma or Bachelor’s Degree in
Accounting, Finance, or Business.
- Professional Certification: CPA (K) Part I or II
is preferred.
- Experience: 1–3 years of experience in an
accounting or sales support role.
- ERP Experience: Working knowledge of Odoo ERP is
highly advantageous.
- Technical Proficiency: Strong Excel skills (able
to use filters, VLOOKUPs, and Pivot Tables) are required for reporting.
How to
Apply
